MSUCOM Student Organizations
Policies and Procedure Manual
2009-2010
Elections
- General Information
- All student organization elections will take place in March or April.
- ACOFP, SOMA and UAAO need hold their election in January and February, due to their national organization guidelines.
- A student may not be president of more than one student organization, nor can a Student Government Association (SGA) Executive Board (e-board) member be president to an organization. No co-presidents
- Each organization must have at least a four-member E-Board and a faculty advisor.
- Students must be in good academic standing.
- Election Options
- Elections for all student organizations will be held during one of two nights in the spring, to be coordinated by the SGA E-board. Each organization will be assigned a specific election time, day, and room.
- Only organization members may vote.
- Application Option
- Organizations may choose to use a written application process to vote.
- Candidates fill out an application for the position(s) they are interested in. The current E-board chooses the incoming E-board.
- Application Option must be completed one week prior to the nights of election.
- See attached Example Application.
- Application/Election Option
- Student organizations may choose to use a written application process to narrow down candidates.
- Candidates chosen by the current E-board will be up for election by the group members during the assigned two night election process.
- Application/Election Option of candidate process must be completed one week prior to the nights of election.
- General Election Option
- Students must be signed up to run for position with current E-board one week prior to the nights of election.
- Only those students who are members of that organization are allowed to run for an E-board position.
- Change-Over of E-boards
- All e-boards must change-over immediately after elections (that evening).
Organization Activity Requirements
- MINIMUM REQUIREMENTS
- One E-board meeting per month to include the faculty advisors.
- E-mail SGA Director of Administrative Services about meeting so the grading system (see below) can be updated.
- One activity/general meeting per semester:
- All members must have the opportunity to attend, including Macomb University Center (MUC) and Detroit Medical Center (DMC).
- M-F lunch hours are unusually busy each semester - organizations are strongly encouraged to consider morning and evening times for meetings and events.
- If organization E-board is attending a National Convention, schedule a general meeting after travel to communicate what is going on nationally to the entire organization.
- For 2009-2010, after the September SGA Organization Fair, one student from either MUC or DMC will be assigned as the liaison person for each organization.
Organization Grading and Percentage System
- The Grading System is used to determine funding for each student organization from SGA
- Percentages are given for:
10% = A member of the organization E-board must attend the SGA monthly meeting
10% = Monthly E-board meetings with faculty advisors
10% = Organization general meeting or activity per semester
5% = Completion of student organization poster and flyer by June 22
10% = Updating the student organization web site
10% = Lounge and Study Rooms Clean Up
5% = Completion of Registration through MSU Student Services
10% = Vegas Night Volunteers
30% = Vegas Night Raffle Ticket sales
100% = Total
- The Grading system is tracked by the SGA Association Director of Administrative Services
- > 100% A+
- 90- 100 % A
- 80-89 % B
- 70-79% C
- 60-69% D
- 50-59% E
- < 50% F
Funding is allotted based on total end grades and availability of money from SGA Las Vegas and Charity Raffle Fund Raising Event – January. Checks will be disbursed when organizations have completed their Change-over to the new E-board.
New Organizations
- MSUCOM Student organizations are not allowed to have joint E-boards with College of Human Medicine students, although any MSU student can be a member of an organization.
- The goals and objectives of an interest group must be written out for the Student Government Association Executive Board to review and approve. These goals and objectives must not overstep any current MSUCOM organization.
- Upon approval from SGA E-board, the new student organization must remain an interest group for one year. They will conduct themselves based on the Organization Activity Requirements and Organization Grading System. Prior to elections in March or April, the SGA E-board will review the Mid-Year and Year-End Reports and either decline or approve that said interested group on becoming a student organization the following year.
Constitution and Registration
- All organizations must have an electronic version of the organization’s Constitution.
- Send organization constitutions to SGA Director of Administrative Services before the end of September.
- All organizations must register with MSU Student Services under the direction of the SGA Director of Finance
- If an organization fails to produce a constitution or register with student services, the organization will drop down to an Interest Group or will be dissolved.
Mid-Year Report and Year End Reports
- Each organization will receive the previous years Year-End Report (outline of each student organization meetings/events/expenditures, etc. throughout the past year. (See attached form).
- All student organizations are required to turn in the mid-year report to the SGA E-board by November 1. (See attached form).
- All student organizations are required to turn in a year-end report during spring semester. (See attached form).
Fundraiser Applications
- All organizations planning fundraisers must turn in an application to Beth Courey, C108 East Fee Hall, at least one month prior to their event for approval. (See attached Fundraising Application).
- Reminder:
- People need help throughout the year, not just around the holidays.
- Fundraisers scheduled too close together reduce the success for all groups.
- Highly recommended that organizations to collaborate fund-raising events.
- Bake Sales, Breakfast, Lunch fund raisers will be kept to a minimum of three per month.
Merchandise / College and Organization Logo
- All organization logo’s must be pre-approved through Student Services.
- All t-shirts, mugs, and merchandise must be ordered through Student Services
- Through - Beth Courey, C108 East Fee Hall by Mid-Year Report, November 1.
How to Reserve a Room for Meetings/Activities
- All meetings and events must be scheduled through Student Services at least two weeks prior to event.
- You MUST check the MSUCOM Calendar before you request a date and room. No organization can schedule their meeting over Classes, SGA, Class and Administration/Student Conference Hour meetings or other College events.
- Go to www.com.msu.edu. Click on “calendar” on the left side.
- On the left side of the screen underneath the min-calendar, click on “update”.
- User-ID: com Password: student
- Click on “Add New Event”.
- Select “Student Group” template.
- Please fill out the form as completely as possible. If you need a room for the event, you will need to fill out all the information requested within the “description” box, which looks like the following
- # Expected to Attend: Put in number
- Audio/Video Conferencing Needed? Put in either Audio or Video
- Top 3 Date Preferences: Put in three dates by order of preference
- Top 3 Room Preferences: Put in three rooms by order of preference
- Room Choices: E111 Fee Hall (seats 40), A316 E. Fee* (seats 20), A338 E. Fee (seats 20), C102 E. Fee* (seats 50), Conrad - Evenings only* (seats 430), E202 Fee* (seats 110), E105 Fee* (seats 160), E109 Fee - Evenings only (seats 160).
- This information will go to Denise Copen who will check to see which dates/rooms are available for your activity. She will e-mail you a confirmation along with confirmation to Media Services for set up of any audio or video needs.
- If the event is open to the public, check the box at the bottom of the form before you hit “submit” to have the event listed on both the COM calendar and the University level calendar.
- Wait for confirmation from Denise Copen if you requested a room.
- REMINDER: You will need to work with the MUC or DMC Liaison student for your organization to secure a room at those sites.
Storage
- Each organization has storage space in C18F Fee Hall (basement study room area). Storage of biohazard products, food or beverage is prohibited. Any large items or mass quantities of items need prior approval. Storage room will need to be “cleaned out” on a mid-year and year-end schedule.
Club of the Year
- Club of the year will be awarded at the end of the spring semester.
- Club of the year will be based on:
- End grade according to grading system.
- Participation and events held throughout the year.
- Student Government Association E-board discretion.
Travel Guidelines
MUST HAVE THE FOLLOWING TO TRAVEL (Do each step in order):
- “MSUCOM Student Expenditure Request” form (copy attached), if requesting funds from Student Government Association for travel. This form must be filled out COMPLETELY (with Student PID number and MSU e-mail address - the College will not authorize your travel without it). A copy of the cover page from the meeting program you are attending (showing where and when the meeting is being held) must be stapled to the MSUCOM Student Expenditure Request form. This form needs to be signed by your Organization President before turning in to Ms. Brenda Schmidt.
When all signatures of approval have been obtained, you will receive a copy of the form in your mailbox with the amount of reimbursement highlighted. This will allow you to know BEFORE you travel the amount you will be reimbursed. REMEMBER TO SAVE ALL RECEIPTS (except for food – standard per diem). You will need to turn in your ORIGINAL receipts from your trip as soon as possible (within two weeks) after you return. It takes approximately two weeks to get payment back to you from the University so it is best to finish up your paperwork as soon as possible.
The ORIGINAL receipts must be turned in for reimbursement within two weeks from when you return from your trip. This includes ALL boarding passes and proof of payment for airfare and/or registration.
2. “Excused Absence Form” signed by Dr. William M. Falls (attached)
3. If planning on requesting reimbursement for food, a copy of the entire program must be provided so we know which meals the meeting provides. We DO NOT need food receipts. You are given a set allowance for food (whether or not you spend that amount or less/more). However, we will need a copy of a hotel receipt with your name written on it so we know what city you stayed in and that is what the University uses to decide your meal per diem.
4. Items 1 & 2 should be turned in to Ms. Brenda Schmidt in COM Student Services (C-103 East Fee) at least three (3) weeks in advance of your travel date so the other appropriate signatures can be obtained BEFORE you leave on your trip. Brenda will complete your Travel Authorization for you so you will be covered by the University for life insurance on your trip.
AIRLINE TICKETS AND/OR RAIL TICKETS
- Airline tickets must now include: Full name, date of birth, gender (REQUIRED by MSU for reimbursement) and Redress Number (Optional). When making airline reservations make sure that you are providing your LEGAL NAME as it appears on your government issued identification.
- Tickets may be purchased on line. If want to purchase through a Travel Agent, you MUST use one of the companies listed below.
KEEP RECEIPTS FOR:
- Airline ticket/rail ticket (both itinerary AND all boarding passes). Also bring me proof of payment for your ticket.
- Car rental
- Cab/taxi (only receipts to hotel, airport and meeting site will be reimbursed)
- Airport/rail parking
- Hotel (with single room rate listed; cannot be reimbursed for movies, phone calls or room service)
- Registration fee. Also bring me proof of payment.
All of these receipts must be originals and turned in at the completion of your trip to Ms. Brenda Schmidt for reimbursement. Copies will not be accepted by the University Travel Office.
If you have any questions regarding travel or reimbursement, PLEASE feel free to contact by e-mail Brenda.Schmidt@hc.msu.edu , phone 353-8799 or C-103 East Fee Hall.
MSUCOM Student Expenditure Request
Name: ______________________________________ MSU E-mail Address: ___________________________
Student PID Number: ___________________ Student Organization: ___________________________________
COM Student Year 1st, 2nd, 3rd, 4th (Circle one). U. S. Citizen Yes No (Circle One)
Amount of Requested Funding: ________. Amount of other funding you are receiving for this request: _________
Are you required to attend this meeting (voting, etc)? Yes _____ No _____
Type of activity (e.g. travel, symposium, other type of event): __________________________________________
Date(s): ______________________________ Location/Destination: ____________________________________
Purpose: ____________________________________________________________________________________
____________________________________________________________________________________________
Types of Expense Anticipated: Student Travel (please attach a copy of the program): ( ) airfare; ( ) motor pool;
( ) registration fee; ( ) lodging; ( ) meals. Reimbursement limited to $_____________.
-------------------------------------------------------------------------------------------------------------------------------------------OFFICE USE ONLY. MSUCOM Account Number: ______________________ Subaccount _____________
Other Activity (e.g. honorarium, speaker lodging and meals, printing, mailing, etc.): ________________________
____________________________________________________________________________________________
__________________________________________________ _____________________________
Organization President Date
__________________________________________________ _____________________________
Student Council President Date
__________________________________________________ _____________________________
Student Council Treasurer Date
__________________________________________________ _____________________________
William M. Falls, Ph.D. , Associate Dean/Student Services Date
__________________________________________________ _____________________________
MSUCOM Administrative Services Date
__________________________________________________ _____________________________
William Strampel, D.O., Dean Date
Request Denied ( ) Reason(s): ______________________________________________________
By: ______________________________________________ Date_________________________
Michigan State University College of Osteopathic Medicine
Excused Absence Request
For required courses in the MSUCOM Curriculum, MSUCOM students must follow the requirements outlined in the course protocols. Before completing this form, please read the course protocol(s) that apply in order to understand the course requirements you will be held responsible for if an excused absence is granted.
Name: ______________________________________ E-mail Address: __________________________________
Date(s) of absence: ____________________________________________________________________________
Reason for absence (please give destination, purpose of trip or event, sponsoring organization, if any) ____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Class(es) missed (list course number and name and Course Coordinator): _________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
Exam(s) and mandatory class session(s) missed (list course number, date of exam/class session and scheduled date of make-up exam): ____________________________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
( ) Request Approved ( ) Request Denied
Reason for denial: ____________________________________________________________________________
____________________________________________________________________________________________
____________________________________________________________________________________________
__________________________________________
William M. Falls, Ph.D. Associate Dean/Student Services
Please attach a copy of the meeting/event announcement.
